From signed to answering calls in 3 to 5 business days.
No hardware to install. No software to learn. Aria connects to your existing phone line and practice management software. Your team reviews overnight bookings when they arrive in the morning.
Setup takes 3 to 5 business days.
One-time setup fee covers full configuration: practice details, PMS integration, voice testing, and go-live. Most practices are answering calls within one week of signing.
Day 1 to 2
Practice configuration
We configure Aria with everything a front desk employee would know: your hours, dentists, services offered, insurance accepted, CDCP status, emergency protocols, and patient FAQs.
- Hours of operation and holiday schedule
- Dentist names, specialties, and availability
- Services offered and accepted insurance
- CDCP eligibility status and intake protocol
- Emergency triage and on-call routing
Day 2 to 3
PMS integration
Aria connects directly to your practice management software. Appointments booked after hours appear in your system the next morning, ready for your team.
- Dentrix, ClearDent, Open Dental, ABELDent
- Eaglesoft, CareStack also supported
- New patient records created automatically
- Existing patient lookup and re-booking
- SMS confirmation sent to patient
Day 3 to 5
Testing and go-live
We run test calls covering every scenario: routine booking, CDCP intake, emergency triage, French-language calls. Once you are satisfied, we forward your after-hours line to Aria.
- Full scenario testing before launch
- Review call transcripts and recordings
- Approve the live voice and script
- Simple call forwarding (no hardware)
- Immediate rollback available anytime
What happens on every call.
Aria handles the call from first ring to appointment confirmation. Your team sees a full transcript the next morning.
Patient calls after hours
Your main line forwards to Aria. The patient hears a professional greeting within one ring.
Aria identifies the reason for calling
New appointment, existing patient re-book, CDCP inquiry, emergency, or general question. Aria routes accordingly.
Patient data collected
Name, date of birth, insurance, preferred dentist, and appointment type. For CDCP callers, the 7-step intake runs automatically.
Appointment booked into PMS
Aria checks real-time availability and books directly into your practice management software. No double bookings.
SMS confirmation sent
Patient receives a confirmation with date, time, dentist name, and your practice address.
Call log delivered to your team
Every call is transcribed and logged. Your team reviews the overnight calls when they arrive in the morning.
Emergencies route to your on-call line immediately.
Aria does not handle medical emergencies autonomously. Pain, swelling, or injury triggers immediate routing to your on-call dentist, with an SMS alert.
Emergency call flow
- 1Aria identifies the emergency (pain, swelling, broken tooth, bleeding)
- 2Gathers patient name and callback number
- 3Routes immediately to your on-call line
- 4Sends SMS alert to the on-call dentist
- 5Logs the call with full transcript
Works with your existing software.
Aria integrates with the six most common dental practice management systems in Canada. Appointments appear in your PMS the morning after the call.
Using a different system? Ask us about your PMS.
Setup and operations questions answered.
No hardware. No IT involvement. Setup requires a short intake call and access to your PMS.
Does my existing phone number change?
No. You keep your main number. After-hours call forwarding is a standard feature on most business phone systems. We provide the forwarding number and simple instructions. Setup takes five minutes.
What happens to calls that come in during business hours?
Aria only handles calls when forwarding is active. Your team controls when to forward. Most practices forward at end of day and disable forwarding at opening. Some use it for lunch overflow.
Can I change the configuration after going live?
Yes. Configuration changes are included in your monthly plan. Dentist schedule change, new insurance accepted, updated hours: submit the change and we update Aria within one business day.
How does Aria handle callers who ask to speak to a human?
Aria acknowledges the request, explains that the practice is currently closed, offers to book an appointment or leave a message, and if the caller insists, transfers to your after-hours voicemail.
What if a caller speaks a language other than English or French?
Aria handles English and French natively. For other languages, Aria explains in English that the practice will follow up the next business day and collects a callback number.
Hear Aria before you decide.
Call the live demo line right now. No signup. No sales call. Just listen to how Aria handles a new patient call.